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Data Management System /Documentation

Palaniswamy Pachagounder

25 March 2011, Coimbatore

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Why Data is Collected ?1.

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Why Data is Collected?

1. Overall, data is collected for twodifferent but interrelated processes:

The Self Assessment process to assess

whether farmers are growing Better Cotton

or not.

The collection of BCI farm level Results

Indicators to assess the results and impact

of growing Better Cotton on farmers,

workers and the environment

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Data collection/Documents at the

Farmer Level1.

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At Farmer Level

1. The startingpoint

THE IP/PU must ensure that producersmaintain appropriate farm records-Farmer Field Book or

equivalent record.

is essential for collecting the various Results Indicators

Contain information required in the self assessment process

Recording of the actual data / information required (e.g. water

use, fertilizer use, pesticide use, costs, etc.).

Farmers record their individual data as close as possible to

the date ofthe actual activity.

2. Whether you keep records in a Farmer Field Book or have anothersystem in place (such as computerized records) is not important. What

is important is to keep correct and up to date records.

3. FFB - Capacity Building

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At Learning Group Level1.

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At Learning Group Level

Learning Group collects data from

individual producers in the Learning

Group and aggregate.

3.2/3.3/3.11 - Self Assessment Form

3.4/3.12 Results Indicator Form forSmallholder & LFE

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Suggested list of documents to

be maintained at each LG Farmers list with codes

Group meeting report (including review sessions)

Training reports ( topics, date, attendance etc.)

Demo Plot details ( types of practices, inputs/incomeetc., )

Information on Visits from PU/IP/BCI etc.

LG Plans

Copies of resource materials used/ given during

trainings., Photographs

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Data collection/Documents at the

PU Level1.

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At Producer Unit Level

The Producer Unit collects data from differentLearning Groups and aggregates and reports the

totals for all the Learning Groups.

3.5 Producer Unit Report,. 3.6 Results Indicators Report

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Suggested list of documents to

be maintained at each PU Project area map

Do officer, PC details, LG facilitator details

LG, farmer list with details

Training reports (separately for staff and LG/farmers) Meeting reports (separately for staff and LG/farmers)

Activity Plan

Reports CC and verification visits and peer review reports

SA forms

PU report

Details on LG licenses

Baseline and RIR

Communication materials, manuals produced etc

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Data stages and flow system

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Areas for Improvement

Avoid inconsistency ( Data on #

LGs, # farmers, Acrea etc.)

Timely submission

Plan in advance

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What is required

It is essential that the Implementing Partner/

Producer Unit establish well in advance an

appropriate data management system for

collecting, aggregating and reporting thenecessary information by the required deadlines.

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